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Access 2010 Essential Training
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Modifying a form in Layout view


From:

Access 2010 Essential Training

with Alicia Katz Pollock

Video: Modifying a form in Layout view

Layout View makes it easy and intuitive to create and modify your forms. Double-click on the Sales Reps and Customers Form to open it, and drop down this button to change it to Layout View. When you click on the different words in the boxes, they get an orange box around them so that you can modify them. These words are called labels, or unbound controls. The boxes that contain the data are called bound controls, because they're bound, or attached, to the source data in the table.
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  1. 1m 25s
    1. Welcome
      51s
    2. Using the exercise files
      34s
  2. 19m 8s
    1. Database concepts and terminology
      5m 35s
    2. Starting Access
      55s
    3. Creating a new file
      1m 10s
    4. Trusting a file
      56s
    5. The Quick Access toolbar
      1m 8s
    6. Backstage view
      2m 45s
    7. Exploring ribbons
      2m 59s
    8. Using the Navigation pane
      2m 11s
    9. Getting help
      1m 29s
  3. 23m 33s
    1. Planning and designing your database
      1m 33s
    2. Creating tables using Application Parts
      6m 48s
    3. Creating tables in Layout view with Quick Start
      3m 59s
    4. Creating and editing tables in Design view
      2m 41s
    5. Setting a primary key
      1m 20s
    6. Creating a lookup field
      3m 59s
    7. Creating multi-value fields
      2m 19s
    8. Using calculated fields
      54s
  4. 13m 5s
    1. Setting field properties
      7m 34s
    2. Setting input masks
      2m 3s
    3. Setting validation rules
      3m 28s
  5. 5m 20s
    1. Creating relationships and enforcing referential integrity
      4m 32s
    2. Viewing subdatasheets
      48s
  6. 19m 52s
    1. Entering data into your tables
      9m 44s
    2. Formatting tables
      4m 2s
    3. Finding, sorting, and filtering records
      6m 6s
  7. 29m 57s
    1. Creating data-entry forms
      2m 31s
    2. Using the Form Wizard
      1m 38s
    3. Modifying a form in Layout view
      7m 1s
    4. Using Design view
      12m 41s
    5. Setting tab stops
      1m 26s
    6. Adding buttons to a form
      1m 49s
    7. Using navigation forms
      2m 51s
  8. 26m 49s
    1. Introduction to queries
      1m 9s
    2. Using the Query Wizard
      1m 52s
    3. Creating a query in Design view with criteria
      4m 18s
    4. Creating wildcard queries
      1m 24s
    5. Creating reusable parameter queries
      1m 29s
    6. Creating yes/no queries
      1m 12s
    7. Creating "and" and "or" queries
      3m 7s
    8. Building calculation queries
      2m 44s
    9. Creating statistical queries
      3m 1s
    10. Using update queries
      2m 56s
    11. Using delete queries
      1m 31s
    12. Creating crosstab queries
      2m 6s
  9. 26m 43s
    1. Introduction to reports
      1m 28s
    2. Using the Report Wizard
      2m 0s
    3. Formatting reports in Layout view
      5m 16s
    4. Identifying report structure in Design view
      2m 30s
    5. Adding group and sort capabilities to a report
      2m 43s
    6. Adding existing fields from other tables
      1m 59s
    7. Adding totals and subtotals to a report
      2m 58s
    8. Adding conditional formatting and data bars to a report
      2m 38s
    9. Creating multi-table reports
      1m 46s
    10. Creating mailing labels
      2m 16s
    11. Printing reports
      1m 9s
  10. 4m 32s
    1. PivotTables
      2m 29s
    2. PivotCharts
      2m 3s
  11. 7m 35s
    1. Creating macros
      2m 53s
    2. Attaching macros to objects
      2m 26s
    3. Using data macros
      2m 16s
  12. 17m 10s
    1. Importing Excel and text data
      3m 39s
    2. Exporting data into Excel
      1m 0s
    3. Exporting to PDF
      53s
    4. Exporting into a Word Mail Merge
      1m 3s
    5. Publishing to a web browser in HTML or XML
      1m 51s
    6. Sharing via email
      58s
    7. Collecting data over email
      2m 42s
    8. Using Package and Sign
      1m 14s
    9. Publishing to SharePoint
      2m 59s
    10. Importing and exporting with SharePoint
      51s
  13. 6m 41s
    1. Compacting and repairing a database
      48s
    2. Using data analysis tools
      1m 4s
    3. Encrypting a database and setting a password
      2m 22s
    4. Splitting a database
      2m 27s
  14. 8m 19s
    1. Customizing the ribbons
      1m 16s
    2. Setting Access options
      7m 3s
  15. 14s
    1. Goodbye
      14s

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Access 2010 Essential Training
3h 30m Beginner Jun 10, 2010

Viewers: in countries Watching now:

In Access 2010 Essential Training, Alicia Katz Pollock gives a comprehensive overview of creating databases in Access 2010, whether using predefined database templates or building from scratch. This course covers each step of constructing and modifying databases for custom purposes, as well as working with tables, forms, queries, macros, and reports and charts for record keeping and analysis. Exercise files are included with the course.

Topics include:
  • Understanding database concepts and terminology
  • Building tables with Application Parts
  • Defining field properties
  • Creating relationships between fields and tables
  • Sorting and filtering
  • Creating forms with the Form Wizard
  • Analyzing data with the Query Designer
  • Automating with macros
  • Formatting reports with Layout Tools
Subjects:
Business Databases Teacher Tools Education Student Tools
Software:
Access
Author:
Alicia Katz Pollock

Modifying a form in Layout view

Layout View makes it easy and intuitive to create and modify your forms. Double-click on the Sales Reps and Customers Form to open it, and drop down this button to change it to Layout View. When you click on the different words in the boxes, they get an orange box around them so that you can modify them. These words are called labels, or unbound controls. The boxes that contain the data are called bound controls, because they're bound, or attached, to the source data in the table.

Let's start by choosing a theme. Click on this button and go down to Foundry. Themes change the colors and the fonts in your object. We'll click on Foundry, and it turns our forms green. It makes the font more interesting. You can also come over to this Colors dropdown and modify the color scheme. If you want to create your own for use across your entire database, click down here on Create New Theme Colors. For example, let's change the Background from white to a very light green.

Change the Name down here to Two Trees, and click Save. Now we have a green background. If you don't like it, you can open up the Color dropdown again, and right-click on your Custom color scheme and edit it, and change the color to something else instead, and then click Save again. Click on this Plus sign in the corner of the form to select the whole thing at once. You can then change the font scheme for the entire form.

We're going to go ahead and leave it on Foundry. Now, Layout View is table-based, so, the controls are all organized into rows and columns. You can resize the fields as a group, by clicking on one of the cells, holding the cursor over the side you want to move, and dragging it. For example, HomePhone is cut off, so I'll click on it, get the double-headed arrow, and make it a little wider. I noticed that my State field is awfully big, because it's in the same row as my picture.

If I rearrange the form, I can also put CellPhone down here, below HomePhone. So, click on the Arrange tab, then click on HomePhone, and up here, insert a new row below the HomePhone. Click on the CellPhone label and hold your Shift key to click the phone number as well. Get a four-headed arrow, pick them up and drag them down into this cell, and drop, and they'll both move. Resize the bottom to make it a little bit taller.

Let's move these labels and controls up. Click on Email, hold the Shift key down, and click on the $11.00. Because I held the Shift key, it highlights all of those cells. Use this Move Up button to move them all up at once. Click on Flag and Shift+Click on the check box, use Move Up again, and it will jump above Photo into the blank space. Now, click on the photograph itself and hold the Shift key down, and click on the third row below the picture, so that all four of these cells are highlighted, and then click on Merge to turn them into one.

Also notice the Split Vertically and Horizontally buttons, if you want to align controls next to each other. Now, click on the State field, grab its bottom border and drag it up. There, much better! Now, if I want to see more of my Customer table, I have a few different options. I can drag my fields bigger and smaller, or double-click on them. I can also hide fields that I don't want to see. If I right-click on Address, I can come up here to Hide Fields, and I'll do the same for Address2.

I also have the Scroll Bar, so I can scroll over to the right-hand side. I can also make the sub-form longer by clicking on the right-hand edge and dragging it longer. If I want to change the alternating row colors, come up here to Form tools for the Datasheet, and it has its own specific set of colors. I'll click on Alternate Row Color, and I'll change it from blue to green so that it matches the above. Next, let's make our labels bold. I'll click on EmpID, the label right here, and go to the Arrange tab, and I'm going to select the column.

Then I'll go to the Format tab, and choose B, for Bold. Then I'll do the same thing for this row right here. I'll click on Email, click on Arrange, select the column, go back to Format and make it bold. If I don't like the appearance of the boxes, I can change those as well, using Shape Fill and Shape Outline. I'll click on the Plus sign to select the whole form. Click on Shape Fill, and I'll choose a slightly lighter green to fill the boxes.

If I want to change the outlines of the boxes, I can change the color of the outline here, and the thickness here. I could also make it dotted or dashed, if I'd like. Next, I'm going to do some conditional formatting to highlight some unusual values. For example, maybe I would like all of the salaries above $15 to turn red. I'll click up on Conditional Formatting and make a new rule. I am going to use the values in the current record, and I want the Field Value to be greater than or equal to 15.

I'll make those bold and red. Then I'll click OK. If I want to set Conditional Formatting Rules for more than one field, or if I want to make multiple rules for one field, I can do that right here in this window. I'll click OK. Now, nothing happened here for Jordan, but if I go to the next Sales Rep, Lilah, she makes $31 an hour, so hers are bold and red. Let's go back again to Jordan. Now, I can also control the distance between the words and the edges of the cells, and the distance between the cells themselves using, on the Arrange tab, Control Margins and Control Padding.

First, select the entire table using this plus right here. Control Margins, let's try the different options: Narrow, Medium, and Wide. Let's go back to Narrow. Then for the Padding, try Narrow, Medium, and Wide. We're going to go with Medium. Now that we've made so many changes to our form, let's go over to the Design tab, and then click on the Datasheet View to see how it looks.

As you can see, using the Layout View makes it easy to modify your forms so that they are both functional and attractive.

Find answers to the most frequently asked questions about Access 2010 Essential Training.


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Q: It seems there are movies missing in the course which should explain how to enter products in the Order table. How do I do this?
A: The lessons in this course are only somewhat cumulative. The database is built throughout the title before getting to the relationships and referential integrity, but not every step is shown. This is one of those courses where using the exercise files is recommended. The course would be very long and repetitive if I demonstrated the same technique over and over for every step in building a database.

Take a look at these videos instead.
Chapter 2: Planning and designing your database (concept)
Chapter 2: Creating and editing tables in design view (building the order table)
Chapter 2: Creating a lookup field. (This one uses Customer lookup as the example, but I believe this technique answers your actual question. You would use the same procedure to add the field that calls up the list of products.)
Q: In the Chapter 6 video "Using Design view," we work with the Combo Box Wizard. When I click on the Combo Box then click the
 location on the form, it does not start the Combo Wizard. Please advise.
A: Click on the Data tab and make sure one of the tables or queries appears selected in the Control Source. The form needs to be bound to a table or query before you make the combo box.

Also, Access is extremely finicky. When you're looking at the Properties window, be sure to click in the little box in the upper left corner of the form, between the vertical and horizontal rulers—as noted in the screenshot—before creating the combo box.

 
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